The Co-op Juniors are committed to protecting and securing all personal data we handle and to being transparent and clear about what we do with it.
To ensure the utmost transparency we have created a series of Privacy Notices below to outline what information we collect, how we process it, how we secure it, when we destroy it and much more. If there is anything you are unsure of or require further information please contact us, and our data protection lead can assist.
We are Co-op Juniors Theatre Productions Ltd, a charitable co-operative (“we” or “us”). We manage the data we hold on you (ie. we are the data controller). Our contact details are below.
This notice is for members of the company members of Co-op Juniors Theatre Productions Ltd (“you”). You are a “member” of Co-op Juniors Theatre Productions Ltd if you have applied to the trustees to join the society and been approved, and hold a minimum of one share in the society.
You may also have another relationship with the Co-op Juniors, for example many of our members are also performers or volunteers. If so, please read the other relevant information on our Privacy Portal
Information we collect
We collect information directly from you when you apply to join us. We collect and hold the following:
Personal information (such as name, address, email address, telephone number, date of birth)
Any information you provide in your supporting statement for your application
The legal basis for using your information
We are a registered society and are legally required to hold a register of our members that includes the name, postal address and, if provided, the email of our members. [1] We have determined we have a legitimate interest in processing the remaining information we collect. Our rules do not permit those under 16 to join the society; processing individuals’ dates of birth enables us to ensure this is the case. The trustees use any additional information provided in your supporting statement to assess applications for membership.
How we use and share your information
We take your privacy seriously. We use your information to:
Keep record on our official registers (as required under clauses 109-111 of our rules)[2]
Contact members regarding company meetings, including AGMs and EGMs (as required under clauses 26-35 of our rules)
Enable our trustees to make their decisions about approving membership
We only share this information with our regulatory authority, the UK Financial Conduct Authority, who has the legal right to inspect our registers, which include the names and addresses of our members only.
We do not share you information with any other individuals or organisations.
How we protect your information and who has access to it
The information you provide us may be confidential. We keep this information secure.
The information is stored in encrypted digital form on our IT equipment or a secure cloud storage system (currently GoogleDrive) and, in the form or written documents, securely at our premises in Paul’s Road.
We limit access to this information to our trustees and officers, who need it to carry out their roles.
How you can find out about the personal data we hold on you
You have the right to ask for a copy of the information we hold about you. If you want to review the basic membership information we hold about you, please email us or write to us using the contact details below.
We want to make sure that your information is accurate and up to date. You may ask us to correct or remove any information that you think is no longer up to date. Please contact us using the contact details below if you would like any corrections made to your information.
You can contact us with a “Subject Access Request” if you want to ask us to provide you with any other information we hold about you. If you are interested in any particular aspects, specifying them will help us to provide you with what you need quickly and efficiently. We are required to provide this to you within one month. There is not usually a fee for this, though we can charge a reasonable fee based on the administrative cost of providing the information if a request is manifestly unfounded or excessive, or for requests for further copies of the same information.
If you cease to be a member we will maintain a record of the fact that you were a member. We will securely destroy (either via securely deleting electronic information or shredding paper documents) all personal data except for your name and the dates between which you were a member of the society. We may keep additional information if, as well as being a member, you are or were a performer and/or volunteer.
Our contact information
Under the GDPR (General Data Protection Regulation) we do not have a statutory requirement to have a Data Protection Officer. The person who is responsible for ensuring that we discharge our obligations under the GDPR is our data protection lead.
If you have any questions about this Privacy Notice, or if you would like to contact us to exercise your rights as detailed above, you may contact us at or via post at Co-op Juniors Theatre Productions Ltd, The Warehouse, Paul’s Road, Ipswich, Suffolk IP2 0AN
Changes
We may change this privacy information from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This notice is effective from 22 May 2018.
We are Co-op Juniors Theatre Productions Ltd, a charitable co-operative (“we” or “us”). We manage the data we hold on you (ie. we are the data controller). Our contact details are at the bottom of this notice.
This notice is for you: performers, their parents or guardians if they are under 16, volunteers[1] and contractors.
You may also be a pupil at a Co-op Juniors Theatre Academy class or co-operative member of Co-op Juniors Theatre Productions Ltd. If so, please read the other relevant information on our Privacy Portal.
Information we collect
We collect information directly from you when you join us and update this regularly (at least annually) when you are involved in a production with us.
We may collect and hold the following information on you
Personal information (such as name, address, email address, telephone number, membership history)
Any medical, dietary or cultural information that you have given us
Attendance information (such as sign-in sheets at theatres)
Information on the productions you have been in
For performers, clothing measurements
Payment information (ie fees)
Photographs and videos when involved in our activities, if you/your parents give consent
Information on any accidents or injuries while involved in a Co-op Juniors activity
Criminal records information, if you consent to becoming a registered chaperone
Information that you provide when you communicate with us (be it by email, phone or post)
The legal basis for using your/your child’s personal data
We collect and use certain personal data for purposes which you have given specific consent:
Photos and videos of you and/or your child
Information on your and/or your child’s dietary, medical or cultural needs
Contacting you about all Co-op Juniors activities and events
If you change your mind about this consent at any point, please email us and let us know at .
We collect and use personal and contact details, fees information and attendance data where we have a legitimate interest as a membership organisation for providing you information and managing your membership.
We are legally obliged to collect and process some data, such as for safeguarding or health and safety reasons.
How we use and share your information
We take the privacy of you and your child seriously. We use your information to:
Provide you with information on rehearsals, performances and other Co-op Juniors events
Ensure we comply with our child and vulnerable adult safeguarding responsibilities, including providing registered chaperones
Administer membership records and plan our productions
Draw up various rotas
Maintain registers of who is present at a venue or on transport
Buy or make costumes (for performers)
We also use your information to publicise our productions and other activities. This involves sharing some of your information – particularly photos and videos – with other organisations. Specifically, we may:
Share photos or videos with media organisations (both print and online)
Share photos or videos with the companies managing venues where we perform
Publish photos or videos on our website (coopjuniors.co.uk) or those of the venues where we perform (including Snape Maltings Concert Hall, The New Wolsey Theatre, Seckford Theatre, Ipswich Regent, Ipswich Corn Exchange, and Spa Pavilion)
Post photos or videos on social media, such as Facebook, Twitter, Instagram, Vimeo, Issuu and YouTube
Publish photos of you, your name and other information in our show programmes
Place photos of you on public display boards
We will share some of your information with other organisations. We only share the information that is necessary
Suffolk County Council, (for those under 16) when we apply for permission to put on our performances (or for licenced chaperones) when you apply for a chaperone’s licence
Relevant local safeguarding authorities, when we are required to do so under our safeguarding children and vulnerable adult obligations
Emergency services, such as the police or ambulance service, in case of an emergency
Financial Conduct Authority or UK Companies House, if you become one of our trustees or directors
Service providers, such as Sender.net or Microsoft, to sending emails
Our creative teams, such as tutors, directors or choreographers, to enable them to plan rehearsals and classes
We do not sell, rent or make personal information commercial available to any third parties
How we protect your information and who has access to it
The information you provide us may be confidential. We keep this information secure.
The information is stored in encrypted digital form on our IT equipment or a secure cloud storage system (currently GoogleDrive) and, on written documents, securely at our premises in Paul’s Road or, in certain cases, in secure containers at the residences of designated officers.
We limit access to this information to our officers who need it to carry out their roles. Sensitive information, particularly surrounding chaperone licencing, is shared only with specifically designated safeguarding officers.
How you can find out about the personal data we hold on you
You have the right to ask for a copy of the information we hold about you, to object to how we process your information, to correct, and sometime to delete and restrict the personal information we use. If you want to review the basic membership information we hold about you, please email us or write to us using the contact details below.
We want to make sure that your information is accurate and up to date. You may ask us to correct or remove any information that you think is no longer up to date. Please contact us using the contact details below if you would like any corrections made to your information.
You can contact us with a “Subject Access Request” if you want to ask us to provide you with any other information we hold about you. If you are interested in any particular aspects, specifying them will help us to provide you with what you need quickly and efficiently. We are required to provide this to you within one month. There is not usually a fee for this, though we can charge a reasonable fee based on the administrative cost of providing the information if a request is manifestly unfounded or excessive, or for requests for further copies of the same information.
We respect all your rights in relation to the data we hold on you. These, and how we safeguard these are outlined in our Data Protection and Retention Policy
If you chose to leave us, when all administrative task relating to your membership, we will remove and destroy (either via securely deleting electronic information or shredding paper documents) any sensitive data we hold on you. Specifically, this is dietary, health or cultural information or information specifically provided in relation to chaperone licencing and any clothing information we hold.
We will keep your email address to continue to provide information about our future productions and activities, if you have consented to this. You can opt out of receiving emails from us about our performance at any time by updating your preferences from our email or emailing us directly (contact details below).
We will keep certain information, such as consent forms, basic membership and contact details, and archive material (such as past production programmes, photographs and videos)
We will keep for certain information that we are required to do for as long as is required according to safeguarding requirements, health and safety regulations and standard accountancy practices.
At leaving, we will delete any former performer’s or volunteer’s contact information entirely on request.
Our contact information
Under the GDPR (General Data Protection Regulation) we do not have a statutory requirement to have a Data Protection Officer. The person who is responsible for overseeing our obligations under the GDPR is Chris Willett.
If you have any questions about this Privacy Notice, or if you would like to contact us to exercise your rights as detailed above, you may contact us at or via post at Co-op Juniors Theatre Productions Ltd, The Warehouse, Paul’s Road, Ipswich, Suffolk IP2 0AN
Changes
We may change this privacy information from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This notice is effective from 22 May 2018.
We are Co-op Juniors Theatre Productions Ltd, a charitable co-operative (“we” or “us”). We manage the data we hold on you (ie. we are the data controller). Our contact details are below.
This notice is for users of our website, members of our mailing list and audience members (“you”). Our website may link to other websites that we do not control; the information below applies only our website.
You may also have another relationship with us, such as being a performer of volunteer with the Co-op Juniors or a pupil at the Co-op Juniors Theatre Academy. If so, please read the other relevant information on our Privacy Portal.
Information we collect
When you use our website or join our mailing list, we collect the following information about you:
If you are a member of our mailing list: your name and email address
If you message us via a contact us form: your name, email address and any information you provide in your communication
Any other information that you provide when you communicate with us (be it by email, phone or post)
Various anonymised information about your visit to our website (including the IP address from which you access our website)
We process certain information above when we have a legitimate interest in providing you information about our activities that we believe will be of interest to you. Whenever we process information for these purposes we will ensure we always focus on protecting your personal data rights. You have the right to object to this processing if you wish and can do so by contacting use using the details below.
The Co-op Juniors do not directly sell tickets for our productions. This is managed by the venues where we perform or via an intermediary. For more details on the information these organisations may collect, store and process, please visit their websites or speak to a member of staff at the relevant box office.
How we use and share your information
We take your privacy seriously. We use your information to:
Provide you with information on Co-op Juniors events, including future shows, if you join our mailing list
Respond to any queries you submit to us
Ensure our website is presented to you in the best way possible
We share information with Sender.net, a EU-based third-party data processor, to manage our mailing list. Sender.net may process data based on your reaction to or use of emails from us to enable us better prepare our communications. As an EU-based data processor for us, Sender.net is subject to the same data protection regulation as us. Your completed contact forms are passed to us via email, and we may communicate with you further via email.
We do not sell, rent or make personal information commercial available to any third parties
How we protect your information and who has access to it
The information you provide us may be confidential. We keep this information secure.
The information is stored in encrypted digital form on our IT equipment or a secure cloud storage system (currently GoogleDrive). Further privacy information on GoogleDrive: https://policies.google.com/privacy?hl=en-GB&gl=uk
We limit access to this information to our offices who need it to carry out their roles.
Google Analytics
Our website uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”), to better understand how you use our website.
Information about your use of our website (including your IP address) is generated by a cookie. This will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of our website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google.
Your rights and how you can find out about the personal data we hold on you
If you have opted-in to our mailing list, you have a right to opt-out. All our mailing list communications will include an ‘unsubscribe’ link. To opt-out please follow this and the subsequent instructions. You can also email us at info@coopjuniors.co.uk to opt-out of our mailing list. If you opt-out of our mailing list we will remove you from our mailing list and cease to contact you.
You have the right to ask for a copy of the information we hold about you. We want to make sure that your information is accurate and up to date. You may ask us to correct or remove any information that you think is no longer up to date. Please contact us using the contact details below if you would like any corrections made to your information.
You can contact us with a “Subject Access Request” if you want to ask us to provide you with any other information we hold about you. If you are interested in any particular aspects, specifying them will help us to provide you with what you need quickly and efficiently. We are required to provide this to you within one month. There is not usually a fee for this, though we can charge a reasonable fee based on the administrative cost of providing the information if a request is manifestly unfounded or excessive, or for requests for further copies of the same information.
Under the GDPR (General Data Protection Regulation) we do not have a statutory requirement to have a Data Protection Officer. The person who is responsible for ensuring that we discharge our obligations under the GDPR is our data protection lead.
If you have any questions about this Privacy Notice, or if you would like to contact us to exercise your rights as detailed above, you may contact us at or via post at Co-op Juniors Theatre Productions Ltd, The Warehouse, Paul’s Road, Ipswich, Suffolk IP2 0AN
Changes
We may change this privacy information from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This notice is effective from 14 June 2018.
We are Co-op Dancing Classes Ltd, trading as Co-op Juniors Theatre Academy and wholly owned by Co-op Juniors Theatre Productions Ltd, a charitable co-operative (collectively “we” or “us”). We manage the data we hold on you (ie. we are the data controller). Our contact details are below.
This notice is for pupils at the Theatre Academy and their parents or guardians (“you”).
You may also be a performer of volunteer with the Co-op Juniors or a co-operative member of a member of Co-op Juniors Theatre Productions Ltd. If so, please read the other relevant information on our Privacy Portal.
Information we collect
We collect information directly from you when you join us and update this regularly (at least annually) when you are involved in a production with us.
We may collect and hold the following information on you
Personal information (such as name, address, email address, telephone number, membership history)
Any medical or dietary information that you have given us
Attendance information (such as registers at classes)
Payment information
Photographs and videos of you involved in our activities, if your parent/guardian give consent
Information on any accidents or injuries that you are involved in while involved in a Co-op Juniors Theatre Academy activity
Information that you provide when you communicate with us(be it by email, phone or post)
The legal basis for using your/your child’s personal data
We collect and use certain personal data for purposes which you have given specific consent:
Photos and videos of you and/or your child
Information on your and/or your child’s dietary, medical or cultural needs
Contacting you about all Co-op Juniors activities and events
If you change your mind about this consent at any point, please email us at and let us know. We collect and use personal and contact details, fees information and attendance data where we have a legitimate interest as a membership organisation for providing you information and managing your membership.
We are legally obliged to collect and process some data, such as for safeguarding or health and safety reasons.
How we use and share your information
We take your and your child’s privacy seriously. We use your information to:
Provide you with information on classes, performances and other Co-op Juniors Theatre Academy and Co-op Juniors events
Ensure we comply with our child and vulnerable adult safeguarding responsibilities, including providing registered chaperones
Administer membership records
Maintain registers
We will share some of your information with other organisations. We only share the information that is necessary
Relevant local safeguarding authorities, when we are required to do so under our safeguarding children and vulnerable adult obligations
Emergency services, such as the police or ambulance service, in case of an emergency
Service providers, such as Sender.net or Microsoft, to sending emails
The tutors of our classes and workshops
We do not sell, rent or make personal information commercial available to any third parties
How we protect your information and who has access to it
The information you provide us may be confidential. We keep this information secure.
The information is stored in encrypted digital form on our IT equipment or a secure cloud storage system (currently GoogleDrive) and, in the form or written documents, securely at our premises in Paul’s Road or, in certain cases, in secure containers at the residences of our designated safeguarding officers.
We limit access to this information to our offices who need it to carry out their roles. Sensitive information, particularly surrounding chaperone licencing, is shared only with specifically designated safeguarding officers.
How you can find out about the personal data we hold on you
You have the right to ask for a copy of the information we hold about you. If you want to review the basic membership information we hold about you, please email us or write to us using the contact details below.
We want to make sure that your information is accurate and up to date. You may ask us to correct or remove any information that you think is no longer up to date. Please contact us using the contact details below if you would like any corrections made to your information.
You can contact us with a “Subject Access Request” if you want to ask us to provide you with any other information we hold about you. If you are interested in any particular aspects, specifying them will help us to provide you with what you need quickly and efficiently. We are required to provide this to you within one month. There is not usually a fee for this, though we can charge a reasonable fee based on the administrative cost of providing the information if a request is manifestly unfounded or excessive, or for requests for further copies of the same information.
If you chose to cease attending Theatre Academy classes, when all administrative tasks relating to your membership have been completed we will remove and destroy (either via securely deleting electronic information or shredding paper documents) any potentially sensitive data will be deleted – this might include dietary or medical data or chaperone information.
We will keep certain information, such as consent forms, basic membership and contact details, and archive material (such as past production programmes, photographs and videos)
We will keep your email address to continue to provide information about future Co-op Juniors activities, if you have consented to this. You can opt out of receiving emails from us about our performance at any time by updating your preferences from our email or emailing us directly (contact details below).
We will keep for certain information that we are required to do for as long as is required according to safeguarding requirements, health and safety regulations and standard accountancy practices.
At leaving, we will delete any former performer’s or volunteer’s contact information entirely on request.
Our contact information
Under the GDPR (General Data Protection Regulation) we do not have a statutory requirement to have a Data Protection Officer. The person who is responsible for ensuring that we discharge our obligations under the GDPR is our data protection lead.
If you have any questions about this Privacy Notice, or if you would like to contact us to exercise your rights as detailed above, you may contact us at or via post at Co-op Juniors Theatre Academy, The Warehouse, Paul’s Road, Ipswich, Suffolk IP2 0AN
Changes
We may change this privacy information from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This notice is effective from 22 May 2018.
